POSITION: Administrative Specialist for the Provost and Vice President of Academic and Student Affairs
DEPARTMENT: Academic and Student Affairs
REPORTS TO: Provost and Vice President of Academic and Student Affairs
JOB PURPOSE: Oversee the daily function of the Academic and Student Affairs Office and assists the Provost and Vice President of Academic and Student Affairs.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provides administrative support to the Provost and Vice President of Academic and Student Affairs. Works independently with a high level of sound judgment, organization, and problem solving; coordinates projects after receiving instruction from the Provost and Vice President of Academic and Student Affairs; drafts routine communications, reports and presentations
- Functions as a liaison for the Provost and Vice President of Academic and Student Affairs by providing prompt and courteous service by handling phone calls and visitors; communicates with other College offices acting as first line of contact for Provost and Vice President of Academic and Student Affairs
- Utilizes strong interpersonal and communication skills in order to exchange information with trustees, students, faculty, staff, official visitors, and other individuals both inside and outside the College and may have a significant impact upon the College’s image, reputation, and operations
- Maintains a high level of confidentiality due to the nature of the office; safeguards the confidentiality of the College, departmental, or office administration by exercising discretion in communicating information to faculty, students, and staff, and handling departmental records and files, personnel actions, performance evaluations, grade reports, merit, promotion and tenure decisions, and similar confidential materials
- Manages the Provost and Vice President of Academic and Student Affairs’ schedule; schedules meetings, provides assistance in preparing for meetings, prepares agenda, gathers and compiles data and materials for meetings; contacts participants and coordinates schedules; upon request, attends meetings and records minutes
- Makes travel arrangements for the Provost and Vice President of Academic and Student Affairs as needed, including preparation of materials and expense claims as well as other duties related to travel
- Establishes and maintains official documents and records in appropriate files
- Process and oversee disbursement of faculty development funds
- Maintain detailed records for each of the full-time faculty and use of the development funds
- Oversees office budgets; monitors and signs off on expenditures for department; prepares check requests, purchase orders; verifies monthly credit card charges for office
- Prepares and collects faculty compensation sheets, letters, and contract letters; stipend requests; and Directed/Independent study forms/payments
- Collects documents including, but not limited to, course syllabi, final exams, Faculty Information Forms (FIF), Faculty Evaluation Forms (FEF), requests for Promotion or Tenure
- Organize all probation and academic dismissal appeals
- Serve as point person for face-to-face student complaints
- Notify the faculty of official student absences and maintain all documentation
- Serve as a liaison to the Provost and Vice President of Academic and Student Affairs by attending meetings and assisting in planning events such as Commencement, Opening Convocation, All College Honors Convocation, etc.
- Review, revise and update Closing Procedures when necessary
- Order supplies and other publications as needed for the office
- Prepare agenda, attend meetings, take minutes and distribute minutes for Academic Committee of the Board of Trustees, both Undergraduate and Graduate Academic Committee, General Education, and Academic Leadership Team (SALT).
- Answer all correspondence in the Academic Affairs E-mailbox
- Gather all information for the stage binders for Commencement and Convocation
- Print all award certificates and collect awards for All College Honors Convocation
- Assist with Middle States Commission on Higher Education visit planning and implementation
- Assist with compliance related monitoring and review
ADDITIONAL DUTIES AND RESPONSIBILITIES
Performs other related duties as assigned by supervisor
QUALIFICATIONS
Experience, Competencies, and Education
- Three to five years’ experience providing administrative assistance to an executive or executives
- Bachelor degree preferred
- Prior work experience in a college or university setting preferred or knowledge of university and college programs and environments desirable
Knowledge, Skills and Abilities
- Proficiency with Microsoft office and web-related technologies is required
- Ability to communicate and solve problems independently and efficiently, as well as establish and maintain harmonious relations with other staff, faculty, students and visitors
- Must be able to manage detailed information related to multiple projects occurring simultaneously
- Possession of excellent skills in Business English, spelling, punctuation and basic math required
- Ability to draft routine correspondence and reports competently and with minimum direction
- Ability to interact effectively with a wide variety of people both inside and outside the College in a manner that positively portrays the College and its programs, personnel, and philosophies
- Ability to support, with enthusiasm, the stated mission and values of the College
- Ability to work independently
TO APPLY: Please send resume, cover letter and names, addresses & phone numbers of three professional references to: Human Resources *Keystone College* One College Green * La Plume, PA 18440-1099 * email: humanresources@keystone.edu
